Video Conferencing - Using Zoom Webinars


Introduction

Zoom is a versatile video conferencing tool that unifies cloud video conferencing, simple online meetings, group messaging, and a software-defined conference room solution into one easy-to-use platform. You can host and join Zoom video conferences from your computer, tablet, or smartphone. 

The Zoom Help Center has full instructions on using Zoom. The instructions below are specific to Virginia Tech. To see other Zoom topics, please see Video Conferencing - Holding Zoom Conferences on a PC or Mobile Device.

This article details how to use Zoom Webinars. Other features that you can request are Zoom Events and Zoom Translated Captions.

Contents

Instructions

About Webinars

Zoom Meetings accommodate the vast majority of video conferencing needs. Both Meetings and Webinars have:

  • Recording, captioning, and chat for questions
  • Security features for:
    • Registration, passwords & waiting rooms
    • Disabling recording & locking the meeting
    • Stopping all participants' video and audio
    • Reporting & removing participants
  • Live streaming

Webinars are designed for events that have open/public registration of more than 100 participants.

  • Webinars have a Question & Answer (Q&A) tool, but questions can also be answered in Meeting chat, especially for fewer than 100 participants.
  • Webinar attendees can't share video or unmute by default. However, Meeting hosts can block participant video and audio using meeting security settings and by suspending participant activities.
  • Webinars don't have breakout rooms.
  • Webinar licenses are available for 1000 participants (no charge) and 5000 participants (charged to requesting department).

Virginia Tech has a very limited number of Zoom Webinar licenses reserved for those hosting open/public events with more than 100 participants.

  • Request your Webinar license up to 30 days before event. Requests for events more than 30 days in the future will not be processed. 
  • Licenses will be reallocated after the event. Export Webinar reports immediately after the event while you still hold the Webinar license. See: Webinar reporting. 

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Webinar License Charges

  • Webinar licenses for 1000 participants are available at no charge.
  • Webinar licenses for up to 5000 participants are available for a charge of $100 per day or $400 per week, billable to the requesting department.
  • To request a Webinar license, go to Zoom - Feature Request.

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Hosting Webinars

To host a webinar, you must first request the Webinar feature be added to your Zoom account. Webinar licenses are limited, so requests will only be fulfilled for those who need the feature for hosting open/public events with more than 100 participants. To request a Webinar license, go to Zoom - Feature Request.

  • Not all requests can be fulfilled.
  • Webinar licenses will be reallocated after the Ends date on the request form. 

Webinar Reporting

Export Webinar registration and polling reports immediately after the event. See: Webinar reporting. Once your webinar license is reallocated, you will no longer be able to access Webinar data. 

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Streaming a Meeting or Webinar to More than the Allowed Participants

If you want more than the allowed number of participants to view the meeting or webinar, you can stream it over YouTube Live. 

Enable Live Streaming

It can take up to 24 hours to enable You Tube live streaming. Plan accordingly. 

  1. Enable live streaming in YouTube. See Get started live streaming.  
  2. Go to the Virginia Tech Zoom Portal and sign in with your Virginia Tech PID and password.
  3. Click Settings in the navigation.
  4. In the Meetings tab, scroll down to Allow live streaming meetings and enable it.
  5. Click YouTube and Save.
  6. To enable Live Streaming for Webinars, repeat steps 5-6 but under the Allow livestreaming of webinars section.

    Image of the above instructions

Live Stream a Meeting or Webinar

For full instructions, see: Initiating a Live Stream to Youtube.

  1. Start the Meeting or Webinar.
  2. In Meeting/Webinar controls, click More.
  3. Log into YouTube with your Virginia Tech Google account. The Broadcast Zoom Meeting to YouTube Live window will appear.
  4. Choose broadcast settings. 
  5. Click Go Live! Wait for a notification from the Zoom client that you are live. 
  6. Stop streaming by ending the Meeting or Webinar or by clicking More then Stop Live Stream. 

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Getting Help

For instructions on resolving common issues with Zoom, see: Video Conferencing - Troubleshooting Zoom.

For problems logging into Zoom, contact Virginia Tech 4Help:
  • Go to 4Help, log in with your Virginia Tech Username (PID) and password, and click Get Help.
  • Call 540-231-4357.

For problems using Zoom, contact Zoom Support:

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